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# Apply for an Extension or deferral

The University wants you to do your best. But we know that sometimes things happen that are outside of your control. There may be extenuating circumstances that stop you from finishing coursework or going to an exam. These can include personal ill health or accident, the ill health or death of a relative or another unforseen crisis. If you can show that you have been affected by extenuating circumstances, then you can apply for an extension or deferral.

Tip:

To accommodate any last minute technical difficulties or changes to personal circumstances, the University will automatically accept any submissions made up to 24 hours after the deadline without penalty. There is no need to complete an extension request form if you submit within this timeframe.

This period applies to coursework type assessments which are required to be uploaded by a set time and date. Assessment types not covered by the extended period include all centrally managed examinations which take place during the formal exam period each semester, any form of Time Constrained Assessments including Multiple Choice Quizzes (MCQs), Phase Tests (online or on campus), Face to Face Meetings/Presentations. Please clarify with your module leader if you are not sure.

Please note that the 24 extended period does not apply to any deadlines which students have approved extensions.

If you need longer to complete your assessment or you need to postpone your assessment attempt until the next semester due to some extenuating circumstances, you may be able to request an extension or deferral.

# Check the guide

If you are unsure whether your circumstances are extenuating or not, ask yourself:

  1. Could I have predicted or expected it to happen?
  2. Have I been in control of what is happening?

In these situations, you may be able to ask for an extension or deferral. For a list of circumstances that are usually considered for an extension or deferral, log in to the Student Portal and check the Extensions and Deferrals Guide.

Please contact your (Faculty) Registry team as soon as you realise that extenuating circumstances have affected you. They will be able to talk to you about what option is best for you.

# Choose between an Extension or Deferral

You need to decide if you want to apply for an extension or a deferral:

Extension: gives you extra time (up to 10 working days) to do your work. This applies to coursework (essays, phase tests etc.) but not exams which are part of the official, centrally organised, exam period.

Deferral: lets you delay your coursework submission / exam / entire module until the next assessment opportunity. Deferred assessments (coursework / exams) will be taken in the next semester. Remember that a deferral may mean that you will complete a brand new task at the next submission period. Deferred modules will be organised with your faculty registry team who can let you know when the teaching for that module is next running.

Tip:

Make sure you apply for an extension or deferral on or before your submission deadline / exam. If you apply after the deadline, it will normally be rejected. If you submit an application after the deadline, you need to explain why you did not submit it before and provide evidence to support this.

# Complete the extension/deferral application form

You will need to fill in the Extension/Deferral application form and submit it on or before your deadline.

Return the form in person at the InfoPoint in your Faculty building or email it to:

Faculty of Business and Law (FBL)

Health and Life Science (HLS)

Faculty of Arts and Humanities (FAH)

Faculty of Engineering, Environment and Computing (EEC)

Tip:

The same form is used for both extensions and deferrals. Remember to tick the correct box to show if you want a 5 day or 10 day extension or a deferral. Sign and date the form before you submit it.

# Get evidence and submit it to Faculty Registry

You will need to show evidence for each extension / deferral request that you make. Your evidence must confirm the information that you have put on your form to show extenuating circumstances. It must be current evidence (i.e. cover the dates and timeframe that your assessment is due in or due to take place).

You may need to give evidence that relates to a third party (e.g a friend or relative's medical records if they are unwell). In this situation, make sure that you have completed the third party consent part of the application form and have read the privacy notice for third parties.

If you are not able to submit evidence at the same time as your form, you have a maximum of 5 working days to collect and submit the evidence (after you have handed in the form). If you think it will take longer than 5 working days to get the evidence, please contact your faculty registry to let them know that it will take longer. If you do not let them know, then it may mean that your application is not considered.

Tip:

The Student Union Advice Centre (SUAC) can help you complete your application if you need more help.

# Wait for email confirmation of your extension or deferral

It can take a few days for your registry team to process your extension / deferral form and decide whether or not your request can be approved or not. The end of a semester and exam periods are particularly busy, so please be patient and wait for a decision. Your faculty registry team will email you to let you know if your extension or deferral request has been approved or rejected.

Tip If you have applied for an extension and the decision has been delayed, continue to work on your coursework and aim to complete it by the extension deadline that you have requested (i.e 5 or 10 days after the original submission date).: